Solera Oak
Valley Greens Association
Wednesday
January 20, 2010
TIME AND PLACE
The
Open Session of the Solera Oak Valley Greens Association was held on Wednesday,
January 20, 2010 at 6:30 p.m. in the Oakmont Clubhouse, 1615 Fairway Drive,
Beaumont, California.
I. CALL
TO ORDER
President George Schrader
called the Open Session to order at 6:30 p.m.
II. PLEDGE
OF ALLEGIANCE
III.
ROLL CALL / BOARD MEMBER AND STAFF INTRODUCTIONS
Secretary
McWilliams called the roll. All
Directors were present.
Christine
Walczak and Sandra Bess were present representing PCM.
IV.
EXECUTIVE SESSION – The Board of Directors met in Executive Session
prior to this Open Session to consider personnel matters, formation of
contracts with third parties, and legal matters.
V. OPEN SESSION
·
Gary
Stoh (951 Gleneagles Rd) commented on Item B under New Business, “Screened-in
Patios”. Mr. Stoh stated that the Board
amended the Design Guidelines in 2009 to expand the language about enclosing
the existing Pulte patio as a room addition in order to make the language more
consistent with the CC&Rs. He also
expressed his opinion against screened-in patios.
·
Ben
Yelin (1785 Desert Poppy) asked that the Board consider making room in the next
FY budget for extending the pool and spa hours to 10:00 p.m. every
evening.
·
Tom
Gustafson (1723 N. Forest Oaks) encouraged the Board to consider amending the
existing rules to permit the installation of artificial turf on residential
lots.
·
Don
Blunk (1096 Northview) announced the Veteran’s Workshop on January 30, 2010
from 9:00 a.m. to 12:00 noon at the Beaumont Civic Center.
·
Lane
Joel (1731 Desert Almond) commented in favor of developing standards to permit
screened-in patios, and encouraged the Board to approve the installation of
artificial turf on residential lots.
·
Ken
Lopez (1795 N. Forest Oaks) commented on several instances of unauthorized
entry through the back gates and asked for a clarification of the duties of
Boyd Security personnel.
VI.
GENERAL MANAGER AND COMMITTEE REPORTS
The
following monthly reports were submitted to the Board. Copies of the written reports are attached to
these Minutes:
A) GENERAL MANAGER’S REPORT - Christine Walczak presented an oral report on
the status of delinquencies and the gate arm statistics for the previous
month.
B) AD HOC NEW RESIDENT ORIENTATION COMMITTEE – Sue Ann Summers, Chair
C) AD HOC SOLAR ENERGY – No report, AD HOC WATER CONSERVATION – No report.
D) COMMON AREA LANDSCAPE ADVISORY COMMITTEES – Richard Crowe, Chair.
E) COMMUNICATION ADVISORY COMMITTEE – Tal Campbell,
Chair
F) DESIGN REVIEW COMMITTEE – Dave Edgett, Chair
G) FINANCE ADVISORY COMMITTEE – Forrest Watts, Chair
H) NOMINATING COMMITTEE – Sue Ann Summers, Chair
G) RECREATION ACTIVITIES ADVISORY
COMMITTEE – Alice Hermanson, Chair
H) SECURITY REPORT
Monthly statistics were included in general manager’s oral report.
VII.
FINANCIAL
Treasurer
Nelson concurred with the Finance Advisory Committee’s recommendations, and
commented on the continued rise in delinquencies.
VIII.
PRESIDENT’S REPORT
President
Schrader reported that Brookside was closed due to flooding caused by recent
storms, and that the City is seeking funds for street improvements to prevent future
flooding. President Schrader also
reported that Brian DeForge is the new mayor of Beaumont.
Mr.
Bill Souder was asked to give the Board an update on the touch pad controllers
for the sound system in the Oakmont Rooms.
IX.
CONSENT CALENDAR
A
motion was made by Treasurer Nelson, seconded by Secretary McWilliams and
unanimously carried to approve the following Consent Calendar items:
A.
Minutes
of the December 16, 2009 Open Session
B.
Finance
Committee Recommendations
1.
Acceptance
of December 2009 financial statements.
C.
Resolutions:
1.
Liens
on Solera Properties:
This document is made part of and is
attached here to the Minutes of the meeting of the Board of Directors on
January 20, 2010.
The following accounts have
become delinquent and the ”Intent to Lien” letter has been sent in accordance
with the Association’s collection policy.
The Board of Directors
hereby instructs Management to record a lien against the delinquent accounts
should the assessments not be paid within the time period established in the
Intent to Lien letter:
335S025-3 3351053-6
335S239-7 3350051-7
3350093-2 3351043-7
3351052-8 3352034-3
3353047-0 335400Q-1
3354009-3
2.
Appointment
of Bud Charlick to the Design Review Committee
WHEREAS, there is currently
one vacancy on the Design Review Committee, and
WHEREAS, Bud Charlick has
volunteered to serve on the Committee and has been interviewed by the Board of
Directors,
NOW, THEREFORE, BE IT RESOLVED, the Board of Directors hereby appoints Bud Charlick to serve on the Association’s Design Review Committee in accordance with Article V, Section 5.03 of the Covenants, Conditions and Restrictions (CC&Rs). The term of service shall be one (1) year, expiring on January 20, 2011, pursuant to the aforementioned CC&R provision.
3.
Association
Insurance Policy Annual Renewal
WHEREAS, the Association’s
Master Insurance Policy expires on January 31, 2010, and
WHEREAS, the Board of
Directors and Finance Advisory Committee met with the prospective insurance
brokers to review the renewal proposals, and
WHEREAS, the Board of
Directors and Finance Advisory Committee recommend acceptance of the proposal
from LaBarre/Oksnee Insurance Agency, Inc. with an annual premium of $
25,496.00 with coverage effective February 1, 2010,
NOW, THEREFORE, BE IT RESOLVED, that the Board of Directors hereby approve the master insurance renewal proposal from LaBarre/Oksnee Insurance Agency, Inc. The annual premium amount of $ 25,496.00 will be allocated to General Ledger Account 1301, Prepaid Insurance, and insurance coverage will begin on February 1, 2010.
D.
Investment
Authorizations
|
Institution |
Maturity |
Amount |
Action |
|
Kansas State Bank
(Reserve) |
02/22/2010 |
$99,000 |
Purchase a new 6-month CD for $99,000.00 at best available rate |
|
New
CD |
N/A |
N/A |
Purchase a new 12-month CD for $99,000.00 at best available rate |
X.
UNFINISHED BUSINESS – There was no Unfinished Business.
XI. NEW BUSINESS
To 4(d), add “and Solera CC&Rs” to
the end of the sentence.
To remove the “Cautions” contained on
the last page of the specifications.
To remove the two opening paragraphs
of the document.
The amended motion was
seconded by Secretary McWilliams. The
motion carried with four (4) votes in favor and one (1) against, Vice President
Rader voting no.
2.
Screened-in
Patios – A
motion was made by Director Mahoney and seconded by Secretary McWilliams to
send the proposed revisions to the Design Guidelines regarding screened-in
patios back to the DRC to be re-written.
The motion further stated that the mailing of the proposed artificial
turf specifications will be delayed pending approval of the re-written
revisions in order to avoid the expense of two mailings. The motion carried with four (4) votes in
favor and one (1) against, Vice President Rader voting no.
WHEREAS, The Board of
Directors received a petition requesting that the Board undertake the revision
of the Association’s Bylaws, specifically that any provisions to the
“Declarant” and to “Cumulative Voting” be removed from the Bylaws, and
WHEREAS, The petition
contains the signatures of ninety-seven (97) Members in Good Standing, such
signatures representing more than five percent (5%) of the Voting Power of the
Association, and
WHEREAS, on January 7, 2010
the Secretary of the Association verified the signatures contained in the
petition are valid in accordance with the Association’s Governing Documents,
and
WHEREAS, the Association’s
legal counsel advised the Board there was no legal obligation to accept the
petition because the petition itself failed to specifically call for a Special
Meeting for the purpose of amending the Bylaws, and
WHEREAS, the Board believes
it would be in the best interest of the Corporation to proceed with the
requested amendments;
NOW, THEREFORE, BE IT
RESOLVED that the Solera at Oak Valley Greens Board of Directors hereby calls
for a Special Meeting of the Members on July 21, 2010 for the purpose of voting
on amendments to Solera’s Bylaws that would remove all references to the
“Declarant” and to “Cumulative Voting”.
The meeting will be held at 10:00 a.m. in the Oakmont Clubhouse, and
will be held in lieu of the Regular Open Session for July.
FURTHER RESOLVED that the
Board directs the General Manager, along with the Inspectors of Election and
the Association’s legal counsel, to prepare and distribute all necessary
election notifications, documents, and ballot materials in accordance with
California State Law and the Association’s Governing Documents.
D.
Establish Date for Next Town Hall Meeting
– A motion was made by Director Mahoney, seconded by Secretary McWilliams
and unanimously carried to have Recreation Coordinator Melanie Johnson organize
a community family information event on a Saturday or Sunday in April or May
that will include the Beaumont Police Department and it’s resources.
E.
Close
Oakmont Clubhouse from November 1st through November 7th
2010 for major maintenance and repair projects – A motion was made by Secretary
McWilliams, seconded by Director Mahoney and unanimously approved to close down
the Oakmont Clubhouse from November 1 through November 7, 2010 to accomplish
major maintenance and repair projects.
The closing will permit all work to be scheduled during daytime hours to
reduce cost and noise nuisance to nearby properties.
F.
Replace
Carpet in Main Entry of Clubhouse with Tile and Entrance Mat – The Board directed PCM to
obtain proposals for (1) re-carpeting the medallion area in the front entry,
and (2) replacing the existing carpet with tile and entrance mats.
G.
Board
Discussion Items:
1.
Flashing
Lights on Boyd Security Truck – The Board concurred that the Boyd personnel should use
the flashing lights on an intermittent basis for two-hour intervals at a
time.
XII. ADJOURNMENT
There
being no further business to come before the Board of Directors, and upon a
motion made by Director Mahoney, seconded by Treasurer Nelson and unanimously
carried, President Schrader adjourned the meeting at 8:35 p.m.
ATTESTED TO: _____________________ DATE: ________________________
Judith
McWilliams
Secretary
Communications Advisory Committee Report
The new
Online Directory for Solera at Oak Valley Greens continues to be updated almost
daily as residents see the new promotional forms and choose to add their names,
addresses and e-mail online at solerfun.com or at the clubhouse front
desk. We are seeking board approval for
a flyer to go in the next billing statements as well. Residents may also order
directories printed out at the front desk for $3 or $6 if they want to add
listings by street address.
The
Solera Oak Valley Greens Gazette was published on schedule the first
week of January, featuring the Oak Valley RV Club as part of the Gazette’s
effort to emphasize lifestyle of the Solera community through various clubs and
groups.
Other
activities discussed at the Communications Advisory Committee meetings on the
second Tuesday of each month have been plans for distribution of the new
Welcome Packet for new residents, further research into a possible Website
Service Directory for listing services available from Solera residents,
and the possibility of new community surveys on content of the Gazette,
website and other community interests.
Website
usage continues to grow:
Average
monthly hits in 2008 were 2,627 almost doubling to 4,765 in 2009. The number of hits in November, 2009 was
5,257 compared to 5,658 in December, 2009. Residents requested 412 visitor
passes from the front gate online in December, compared to 204 the month
before, but 628 were issued by Security as a result of phone calls.
Respectfully submitted,
Tal Campbell
Chairman
Common Area Landscape Advisory Committee Report
CALAC held its monthly meeting on January 12. Artistic attended the
meeting.
Artistic Projects
_ Routine Tasks completed-in progress: pre-emergent weed killer in grass
and planter areas;
safety pruning over sidewalks and streets; weeds spraying in
sidewalk/streets cracks/grass areas;
annual color change; refreshing mulch top-dressing in planters.
_ [Second review] One-time
project proposed for Board consideration: replace grass and oak
trees in Snowberry parkway (between Snowberry gate and Silverleaf) with
decorative rock -
$5,400 (proposal # 1300-759-165 attached). Rationale: spray irrigation
floods to both sides of
sidewalk: street to east and shrub area to west. In latter case soil is
rather water-logged and
shrubs are dying. Adjustments and rotor sprays can not mitigate the
problem. Note that the
existing oaks would come out, too. The 30” of parking strip is much too
narrow for mature oaks.
Liquidambars on Westside of sidewalk are already slated to be removed.
Altogether, then, there
would be no street trees in this stretch of Snowberry so we will propose
new trees. Cost would be
$2,000-$3,000. Committee feels this situation is unique and does not see
expanding to parking
strips in other parts of Solera common area. Shrub replacement is yet an
additional cost –
perhaps $500 - $1,000. Grand total: $8,000. General Manager Christine
advises that the Capital
Improvement Fund can fund the $5,400 portion; current year budgeted
funds (landscape repairsnew
plantings) would cover the remainder. Committee asks for Board
consideration and decision
for change. Another thought: an alternative to replacing
the parkway grass with rock would be to
convert to low-growing ground cover and modifying the irrigation to
drip. Ground cover change
would be less expensive, more aesthetic, and water-demanding – but not
nearly as much as grass
watering, however.
_ Artistic has submitted a proposal to address the problem of grass mowing
adjacent to the
flagpole lights to wit: 1) lights periodically get bumped and require
repair, and 2) grass irrigation
periodically shorts out the system. The proposal is a combination of
rock (same as that around
fountain on north side of club House) and Iceberg roses. See attached
photo simulation and
proposal #1300-759-164. Committee recommends the proposed change as top
priority for current
expenditure needs. This proposal does not overly the area for the
proposed plaque by the Vets
Club.
Committee Projects
_ The West Greenbelt – Redesign Proposal. Reminder: Artistic advises that
the contract work
should be performed in March after risk of winter-kill of new, small
plants is past. In the
meantime artificial watering of project area will cease given recent
rains and winter dormancy.
Committee will remind the Board in February to review and decide on
obligating funds for
remainder of Parcel A project.
_ Committee completed the redrafting of the landscape maintenance contract
and can address any
questions or concerns that the Board might have.
Water Conservation Subcommittee
Nothing to report.
Richard Crowe, Chair
Attachment
NOMINATION COMMITTEE REPORT
The
2009-2010 Nominating Committee continues to work on the details of the upcoming
all candidates meeting and individual interviews in the month of February. Our regularly scheduled meeting for Monday,
January 18th will include putting together the format and questions
for this all candidate meeting and also the questions for the individual
candidates. We are also beginning to
plan for the Candidate Forums scheduled for April 14th and 15th
~ set-up, panel questions and how to include all questions from the resident
audience.
An
article in the April Gazette, put together by the Inspector of Elections
(Dennis Rice) and me, will emphasize the importance of voting in this
community. The May Gazette will feature
the pictures of each candidate and a one line statement. FYI ~ pictures of candidates will be
scheduled by Lane Joel and the candidates during the period of Feb/mid March.
Ballots
with candidate pictures with statements will be mailed to the Solera Oak Valley
Greens owners on Friday, April 16th.
Campaigning
will begin for each candidate on April 16th.
Respectfully
submitted,
Sue
Ann Summers